Executive Assistant

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Job Title: Executive Assistant

About the Company:

Our client recruits across AI, robotics, and aerospace and defense for more than 40 years. The firm's practice now extends into emerging areas such as Forward Deployed Engineering, physical AI, defense technology, and executive searches for AI-native leaders.

Job Description:

This role focuses on organizing business development and providing executive support. You will manage client and prospect communications, prepare for partner meetings, and handle complex instructions. You will also use AI tools for research and drafting, and work with internal AI agents to build automated workflows.

You will be responsible for tracking all client conversations and ensuring timely follow-ups. You will draft outreach emails in the partners' voice and review the CRM pipeline to identify stalled opportunities. Additionally, you will follow up with existing clients to maintain relationships and find new revenue streams.

Responsibilities of the role:

• Track every open conversation with clients and prospects and make sure follow-ups happen on time.

• Draft follow-up emails and outreach in the partners' voice.

• Review deals and the pipeline in the CRM; flag stalled opportunities and suggest next steps.

• Follow up with existing clients to keep accounts healthy and surface new revenue.

• Own both partners' calendars: get the right people on them and keep the wrong people off.

• Prepare for meetings: briefs, background, agendas, and materials.

• Turn noisy or scattered instructions into a clear plan and run with it.

• Multitask during long calls, capturing actions while keeping other work moving.

• Use Claude and ChatGPT daily for research, drafting, and analysis.

• Work with internal AI agents to build automated workflows.

• Describe a process clearly enough for an AI builder to turn it into a workflow, then run it, maintain it, and edit it.

• Continually look for ways to cut manual work and improve how the team operates.

Required Experience and Qualifications:

• Several years as an Executive Assistant supporting a CEO, C-suite executive, or managing partner at a professional services firm. Chief of Staff or Project Coordinator backgrounds in a similar setting also fit.

• Excellent written English and strong verbal communication; clear and easy to understand on calls.

• Hands-on, daily use of AI tools (Claude, ChatGPT) and comfort with agent or no-code workflow builders. No programming required.

• Experience with CRMs and pipeline tracking.

• A fast learner who improves processes rather than just following them.

• C2 English level.

Preferred Skills:

• Experience in sales-driven or deal-driven environments.

• Experience building or maintaining automations that connect email, calendar, and CRM.

Personality:

• Thick skin

• Direct approach

• Highly organised

• High-agency

• Detail-oriented

• Quick responses

• Reachable

Software & Tools:

• AI tools (Claude, ChatGPT)

• Agent or no-code workflow builders

• Microsoft Office

• Google Workspace

• CRM software

Schedule:

Monday, Tuesday, Wednesday, Thursday, Friday

10:00 AM to 08:00 PM Pacific Time

50 hours per week

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.